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Getting started with Sympa HR

In this guide, we will help you set up the integration between Sympa HR and Oneflow.


The integration is configured by the administrator and consists of two main parts, described below:

Note: Before getting started, make sure you are signed in to your Sympa HR, and Oneflow accounts with the same email address.


Part 1. Set up the Sympa HR integration in Oneflow

Step 1. Create a template group 

Start your Sympa HR integration setup by creating a new template group in Oneflow. Using template groups, you can group templates by your integration or workflow. When you complete the setup, you will be able to receive all the updates related to the contracts created with this template group in your Sympa HR environment. 

To create a template group:

  1. Log in to the Oneflow application using an administrator account. 

  2. Go to Admin > Account > Extensions and click Template groups.

  1.   Click Add a template group.

  1. Specify the Template group name  (for example, your organization's name), add the Template group description, and click Confirm.

  1. Activate your template group.

Step 2. Generate an API token 

Now that the template group is created, it's time to generate an API token, which is very important for your integration to work.

To generate a new API token:

  1. Go to Admin > Account > Extensions > API token.

  2. Click Generate a new token.

  1. Type in the Token name and click Confirm.

  1. The Oneflow system will generate a new token that you will later need to enter in Sympa HR settings and send to Oneflow to complete the setup. Copy the token and securely save it for future use.


Note: The token is shown only once.

Step 3. Create a webhook URL 

The Webhook extension lets you subscribe to notifications for most contract events in your account. 

To create a new webhook:

  1. Go to  Admin >  Account > Extensions and click  Webhooks.

  1. Click Create webhook.

  2. In the Create webhook window that appears, fill in the following fields:

  • Sign key (optional): The Sign key is used to verify the authenticity of webhook requests. Although this field is optional, we recommend you create a Sign key.

Note: Please do not use special characters in your Sign key. 

  • Format (required): Select Current.

  1. Click Confirm.



When you are done with the first three steps of the Oneflow application setup, please send the Template Group name, API Token, Webhook URL, and the Sign key name to the Oneflow support team (support@oneflow.com) to register this data in our system. 


Step 4. Create a workspace 

In Oneflow, workspaces is a way to organize your account contracts, templates, address books, etc., into relevant categories and control access (read more here). You may want to manage your workspaces later once you have completed your integration setup. 

To create a new workspace:

  1. Go to Admin > Workspaces and click Create workspace.

  1. Fill in the workspace Name, select the Type, then click Confirm.

Now you can use this workspace for creating contract templates for your integration. 

Alternatively, you may use an existing workspace to create your first template. 


Note: Since Oneflow will use the selected workspace for mapping with the Sympa HR contract template, please ensure you use the correct workspace ID.

To check the workspace ID:

  1. Go to Admin > Workspaces, open the relevant workspace.

  2.  You can find the workspace ID in the left pane.


Step 5. Create a contract template

Now that the preliminary setup is done, you can create a template that Oneflow will use to create Sympa HR contracts. 

To create a new contract template:

  1. Go to Templates and click Create template.

  1. In the template header, specify the template name and then modify the template. To add various sections to your template, click the + icon and select a desired item from the drop-down menu.


    Note: To create contracts, your Oneflow contract template must have a PDF document section. Make sure you add precisely one such section to the contract template; otherwise, users won't be able to create contracts. If the template contains more than one PDF section, the contract transfer from Sympa HR to Oneflow will fail.
  2. On the template Settings pane, select the Template group we created in step 1.

  3. Among other settings, make sure to select Individual in the Counterparty type field since you will sign the employment contracts with individuals, not companies. Other options available in the template Settings are optional and may be changed as per your business needs.

  4. Click Save template when you are done with modifying the template.

  5. Return to the template list and activate your template. Also, make sure to note down the template ID as you will need it later for mapping with the Sympa HR template.

Part 2. Set up the Oneflow integration in  Sympa HR

Now that we're done with the Oneflow integration setup, it's time to set it up in Sympa HR. 


Note: It is recommended that the below configurations are done by a Sympa HR administrator who understands the Sympa HR system setup for your organization.

Step 1. Add a new  electronic signature

The first step in the setup process is adding new settings for the Electronic signature in Sympa HR. 

To add new settings:

  1. Log in to Sympa HR using the administrator credentials.

  2. Go to Settings > Integrations > Electronic Signatures.

  1. Enter the e-sign setting Name (for example, Oneflow). 

  2.  In the Type field, select  Sympa HR eSign API.

  3. Service provider URL field: enter the following value: https://cs6f7sidnd.execute-api.eu-west-1.amazonaws.com/default/sympahr-adapter

  4. Integration Key: enter API Key generated in Oneflow.

  5. Sympa URL: https://www.Sympahr.net/api/esigning/integration/notification

  6. Secret Key: This value will be entered separately by either Sympa HR or Oneflow consultant. Leave this field empty until the corresponding value is provided. 

  7. Click Create when you're done.


Step 2. Set up the electronic signing service provider

To be able to use the electronic signing you created in the previous step, you need to choose  this setting as the electronic signing service provider for creating contracts in  Sympa HR: 

To set up the electronic signing service provider:

  1. In the admin account, go to Settings > Formbases.

  1. Expand the Contract formbase and slick Data field settings.

  1. In the Contract - Data field settings category, Contracts data field setting, click the Edit icon .

  1. Scroll down to the Electronic signing settings section and select the electronic signature you created in the previous step. You may also want to choose an Identification method for your electronic signature.

  1. Click the Save icon  in the upper-right part of the window when you're done.


Now you can proceed to specify the Contract custom properties. This step is optional, and you can skip it if this doesn't suit your business needs. 

Step 3. Specify contract custom properties


Note: This is an optional step, but it can be helpful to edit the contract in the Oneflow app before submitting it to the candidate. If this property is not set, the contract will be sent to the candidate directly from Sympa HR without the ability to edit in Oneflow.

At this step, you can specify a custom property that will allow you to create contracts in Oneflow as a draft. Once set, Oneflow will create all contracts as drafts for that organization.


To set up this custom property:

  1. On the same Contract - Data field settings page, scroll down to the Custom properties section.

  2. Under the Property 1 fieldset, JSON alias field, type in is_draft and set the Value to true.When a contract is sent from Sympa HR to Oneflow, it will be in a draft version. It will allow you to adjust the contract in Oneflow before sending it to the candidate.


Step 4. Create a contract template

To create a Sympa HR contract template:

  1. Log in to Sympa HR with the admin credentials. 

  2. Go to Setting > Formbase > Contract > Document template report settings.

  1. Click "+" in the top-right corner of the section.

  1. Fill in the Document template fields:

  • Template name: descriptive name of your contract template.

  • Supported formats: select the Electronic document checkbox and, optionally, printable formats.

  • Document template: upload the contract template file created by Sympa HR as per your business needs.

    Note: Please refer to a Sympa HR administrator to get more information about creating contract templates. Please refer to the example below for a Sympa HR template. You can take the help of your Sympa HR administrator/consultant to create such templates as per your business needs.

     


Step 5. Map Sympa HR templates with Oneflow templates


Note: One Sympa HR template maps to precisely one template in Oneflow. 


To map the Sympa HR contract template (uploaded in the step above) with the Oneflow contract template, you will need your Oneflow Workspace ID and the Template ID (created in steps 4 and 5 of the Oneflow setup part ). 

  1. Navigate to the Sympa HR contract template: Setting > Formbase > Contract > Document template report settings and click a file name you want to edit. This will start an automatic download. You will then be able to open it locally.

  2. The workspace and the template IDs need to be placed inside the sympa template for integration to work. You might want to hide these IDs in your template if you don't want participants of the contract to see these IDs, as this information may not be relevant to them. To hide these IDs, you can change the font color of the text to match the background of the document. To locate these values you can highlight the document content by pressing CTRL+A on your keyboard. The workspace and template IDs should appear as follows: 


workspace_id=<value>     template_id=<value>


  1. Insert the correct workspace_id and template_id values.


Example : 

workspace_id=397997     template_id=1962420


  1. Upload the template back to Document template report settings as explained in the previous step.

Note: For the correct work of the integration, please ensure that the workspace_id and the template_id values are correct and have only one instance in the template.



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